Student Special Event Liability

The university sponsors an insurance program to provide coverage options for events held by Registered Student Organizations (RSO’s). RSOs are responsible for making sure their event is covered. Event Liability Insurance provides liability coverage and legal defense for claims of negligence brought on the basis of mismanagement, improper security, failure to maintain equipment/fixtures, and more.

Student Organizations that already have an insurance source are ineligible for the university’s sponsored RSO Event Liability coverage. For example, events held by National Greek Fraternities/Sororities. All events of a political nature such as conventions, lectures, rallies and speakers are excluded, meaning they are not eligible for this coverage.

For all other Student Organizations, including fraternities and sororities that do not have a national chapter, whose on- or off-campus events fall within hazard classes 1, 2, 3 or 4, please click the “Apply Online” button or print the application from the “Download PDF Forms” menu and follow the instructions to submit your application.

Reference the Hazard Class Chart, located in the “Download Forms” dropdown menu for

• A comprehensive list of covered events and exclusions
• The appropriate hazard class for your non-sport and/or sport event
• To determine any potentially necessary waiver requirements
• To determine possible requirements for Excess Accident Medical insurance.

If you have questions about how your event should be classified for insurance purposes, or need more information about the application process or your Certificate of Insurance, contact AMBA at 1-866-838-9536.

NOTE: Accident Medical only applies if you are having a sporting event/activity (see the Hazard Class Chart below). Participants Legal Liability is outlined below.

On-Campus Events – Hazard Class 1 only

These events are automatically insured and paid for by your university and no further action is required.

On- and Off-Campus Events – All Other Event Types (Hazard Classes: 2, 3, or 4)

Two ways to apply for coverage:

Online Application

• Click “Apply Online” above to complete the application questions.
• Pay the premium and submit your application.
• In most cases, a Certificate of Insurance (proof of coverage) will immediately be issued.
• If your event is a hazard class 4 and/or otherwise requires additional review, the completed online application will be sent automatically to our underwriting team for review, and a copy of the completed application will be emailed to you.
  Please allow 7-10 business days for further underwriting review.

PDF Application:

• Download, print then complete the application from the “Download PDF Forms” menu.
• Follow the payment and submission instructions on the application document.

Please note that submission of a completed application and/or premium payment is not a guarantee of coverage. Coverage is not in place for your event until a Certificate of Insurance is provided.

If any of the below circumstances apply to the event, then either

1. Your application may require additional review by an underwriter which may take approximately 7-10 days.
   -or-
2.  Coverage outside of this program may be necessary. AMBA may be able to provide alternative coverage.

Please contact AMBA at plsdsteam.service@getamba.com or by phone Monday through Friday from 8am-5pm (CT) at 1-866-838-9536 to discuss your coverage options.

• Liability limits above $1,000,000 per occurrence and $1,000,000 aggregate are required.
• An Additional Insured is required (other than the university).
• The event you are holding is not a listed event type.
• The event type, or certain activities at the event, have been declined or are excluded by this RSO Event Liability policy.
• Local police or outside armed security guards are needed. (Campus security only does not require additional review.)
• Overnight events with minors (under age 18).
• Abuse and Molestation coverage is required.
• Vendors (Professional Caterers, DJs, Photographers, etc.) who have their own Business/General Liability Insurance policy.
  • They must provide a Certificate of Insurance from their Business’ Liability Insurance policy, naming your student organization and your university as an Additional Insured.
• Vendors/Exhibitors, or Performers who do not have their own Business/General Liability Insurance.
  • They may apply for coverage under the university’s TULIP policy by visiting TULIP/Tenant User Liability Insurance.
• Attendance is estimated to be greater than 5,000 people or will be > 5 consecutive days.
• Product sales are estimated to exceed $10,000. (Products coverage is included at no extra cost up to $10,000).
• Sporting events with liability coverage on the participants/players require Excess Accident/Medical Coverage for all participants/players.
  • To purchase Accident Medical coverage, please visit the Accident Medical page on AMBA’s CampusConnexions website for your university.
• Travel outside of the U.S.A.
• Garagekeepers Coverage is required.
  • This covers damage to your guests’ vehicles caused by you if you provide parking for guests vehicles. If you are not parking vehicles at your event, you do not need this coverage.
  • If a vendor, hired by your organization, is parking vehicles at your event, the vendor must provide a Certificate of Insurance naming your organization and the university as Additional Insureds.
• Liquor Liability coverage is required.
  • If your organization is selling and charging a fee for liquor at the event, then your organization is required to buy Liquor Liability Insurance.
    • In addition, check with the city and county about possible permit requirements to sell liquor.
  • If sold by an insured third party (i.e. a licensed caterer), then the third party is required to provide you with proof of their Liquor Liability Insurance; a Certificate of Insurance naming your organization and the university as Additional Insureds.
• Auto Coverage of any kind is required.
• Includes Amusements (examples include rock walls, trampolines)
  • The vendor must provide a Certificate of Insurance naming your organization and the university as Additional Insureds and they must be responsible for set-up, monitoring, and take-down.
• Includes Inflatables
  • The vendor must provide a Certificate of Insurance naming your organization and the university as Additional Insureds and they must be responsible for set-up, monitoring, and take-down.
• Includes Tents (any rented or owned tent larger than 10’x10’)

The vendor must provide a Certificate of Insurance naming your organization and the university as Additional Insureds and they must be responsible for set-up, monitoring, and take-down.

IMPORTANT INFORMATION

Participants Legal Liability provides coverage for claims for bodily injury to players/participants that you are legally obligated to pay because of actions brought against you, the Named Insured, by players and/or other participants. Participant means any individual, including but not limited to, player, coach, manager, staff member, team worker, official, media personnel, cheerleader, or band member practicing for, or participating in, the sporting/athletic activity. This means all of your team members and players and any participating non-members!

1. Excess Accident Medical Coverage of at least $10,000 must be in place at the time of the occurrence for all individuals practicing or participating in the activity. Please visit the Accident Medical product page on this website for additional information about how to apply for a quote.
2. Your student organization must also use a regularly maintained Waiver and Release form system. This system must secure and maintain properly executed Waiver and Release forms for all players/participants. For minor participants (under age 18) you must always secure and maintain properly executed Minor Waiver and Release forms signed by the parent or legal guardian.

****Failure to comply with one, or both, of the above requirements will affect Participant Legal Liability by requiring a $10,000 deductible applicable to each claim or suit with respect to any player/participant of any sporting/athletic event, when an event liability Certificate of Insurance is provided.****